Fuel Manager - Recording Deliveries
Quick Intro
The Fuel Manager Goods Received screen lets you log and track deliveries of fuel that you receive to the marina. You can capture fuel cost, litreage, delivery time, and record the specific tank(s) that received it. This data is then used to calculate the rolling stock value, which is then used for retail price calculations.
These records are listed as Goods Received Notes (GRNs) in Havenstar.
Where To Find It
Open the Fuel Manager from your Nav Bar (this will be in the Marina Administration section). Then, navigate to the Stock Management tab at the top, and within that, the Goods Received tab on the left-hand side.
Example:
Recording a New Goods Received Note
Before starting, you should record a dip reading, and log all outstanding marina usage, and any other stock movements. The next step after recording a delivery is to blend the stock, for which it is important that the recorded stock level is as accurate as possible.
- Start by opening up Fuel Manager and navigating to the Goods Received screen.
- Check and select the appropriate fuel type (if multiple types were delivered on the same GRN, don't worry, you can add more types as part of this process).
- Click New Delivery, or the green plus button, to begin - if you haven't completed a recent dip reading, you will be prompted to do so now.
- Enter the information values as shown, including supplier, delivery note number, quantity, price, tank, user, and any relevant notes.
- At any point, click Next to proceed to the next step, Back to go back, or the red X button to cancel the GRN.
- If any data points have not been completed, you will not be able to go to the next step.
- If you fuel purchase price is significantly different to the last delivery, a warning will appear, and you will be asked to confirm again the exact price.
- (Optional) Clicking Next will show the fuel quality metrics input screen, if this has been enabled. This additional screen can be turned on or off in the Fuel Manager Settings tab.
- Here, you can capture a range of specific metrics, such as flashpoint, density, water %, and information about the origin.
- Once complete, click Next to proceed, or Back to go back to the previous step.
- At this stage, the fuel item will be added to the list on the right-hand side, and you will be prompted whether you want to:
- Finish and finalise the delivery now, or
- Add another fuel item to the delivery.
- You can also right-click in the item list on the right-hand side, and delete individual fuel line items.
- Adding another fuel item will take you through the same steps again.
- Finalising the delivery will post the delivery to the history. You will then be prompted to complete a blend, which it is recommended to do immediately.
You can un-post and make corrections to a posted delivery only until you complete a stock blend. After this, the delivery record cannot be altered.
Adding a New Supplier
If you don't have any suppliers in the system yet, you can use the orange pen button next to the Supplier drop-down to open the Suppliers screen, where you can Create and Edit supplier records.
Checking the History
The grid at the bottom of the screen shows the history of deliveries for the current selected fuel type. By default, it is limited to the most recent 100 records, but you can increase this limit. You can also use the search box to search based on the delivery note number, or the supplier, and you can export this data to Excel using the green arrow button.
Double-clicking on any historical delivery record will load the details into the top section.
Viewing and Editing a Historical Delivery
Having loaded a historical delivery, you have the option to un-post it, and make changes. Note that this can only be done if the stock value has not been blended yet.
Use the red back arrow button to un-post the delivery. You will then be taken to the same final confirmation screen as you would normally see when creating a new delivery, where you can add more fuel, or finalise and post the delivery. You also have the option of deleting individual fuel line items, by right-clicking in the item list on the right-hand side, or of deleting the entire delivery record, using the red minus button.
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